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Tenancy Renewal Cycle

Example prompt: "Each morning, find every tenancy ending in the next 90 days. Propose a new rent against our market comparison Google Sheet, draft the renewal offer to the tenant, chase at 60 and 30 days, and if the tenant declines, assemble a re-let decision pack for the landlord."

The Problem

A renewals book runs on a rolling ninety-day window and most of it is mechanical — the tenancy ends on the 14th, the offer should have gone out on day-90, the chase on day-60, the landlord conversation on day-30, the re-letting decision before the deposit window closes. None of that needs much thought when the market is steady and the tenant is happy. It only starts costing money when one of those dates slips, the tenant has signed somewhere else by the time the offer arrives, or the landlord finds out about a re-let decision in the week the tenant moves out. The cost is two to four weeks of void at full rent, plus the re-let fee, plus the tenant management cost — quickly four-figure on a single tenancy.

How GloriaMundo Solves It

We build a daily workflow that walks the tenancies pipeline. A code step computes days-until-end for every active tenancy and classifies into four bands — Offer at day-90, Chase at day-60, Landlord decision at day-30, Quiet for everything else. The Offer band drafts a renewal email to the tenant with a proposed rent that floors at the current rent, caps the increase at five percent, and falls back to a flat renewal when the market sheet is stale — the rent is what it is, and the tenant can read the reasoning in one paragraph rather than guess. The Chase band is throttled so a tenant who has not replied gets at most two polite nudges before the case moves into landlord territory. The Landlord decision band assembles a re-let decision pack — current rent, proposed rent, market range, estimated re-let cost, and a one-paragraph summary of options — and drafts it for the landlord to choose between renew, renew at a different rent, or re-let. A single morning Slack post in #renewals shows the property manager the day's pipeline in one place. Nothing auto-sends — every rent proposal and every landlord ask is a draft, because the wording is the bit the relationship lives on.

Example Workflow Steps

  1. Trigger (integration): A schedule fires every morning at 8am.
  2. Step 1 (integration): Read the 'Tenancies', 'Properties', 'Market Rents', 'Landlords', and 'Re-let Costs' tabs.
  3. Step 2 (code): For every Active tenancy, compute days_until_end and classify into 'Offer', 'Chase', 'Landlord decision', or 'Quiet'.
  4. Step 3 (conditional): For 'Offer' tenancies, look up the market row, compute the proposed rent with the floor/cap rules, draft the renewal email in Gmail, log to the 'Renewals' tab, and update the Tenancies status to 'Renewal offered'.
  5. Step 4 (conditional): For 'Chase' tenancies, draft a polite chase email if chase_count is less than two and last_chased_at is more than 7 days ago.
  6. Step 5 (conditional): For 'Landlord decision' tenancies, use an LLM step to compose the options summary, draft the landlord decision pack in Gmail, and log to the 'Re-let Decisions' tab.
  7. Step 6 (integration): Post the consolidated morning message in #renewals on Slack with offers drafted, chases drafted, and landlord decisions awaiting reply.
  8. Step 7 (integration): Update the 'Renewals Pipeline' snapshot tab with this morning's per-band counts.

Integrations Used

  • Gmail — every tenant offer, chase, and landlord decision pack is drafted in Gmail
  • Google Sheets — Tenancies, Properties, Market Rents, Landlords, Renewals, Re-let Costs, Re-let Decisions, and Renewals Pipeline tabs
  • Google Calendar — optional: tenancy_end_date values can be mirrored to a 'Tenancy Diary' calendar so the office wall view shows the renewal pipeline visually
  • Slack — the #renewals channel where the morning digest lands

Who This Is For

Letting agents and managing agents responsible for a residential renewals book, particularly those running portfolios of fifty to a few hundred tenancies where the renewal pipeline is too small to need a dedicated CRM but too big to track reliably by hand.

Time & Cost Saved

A renewals pipeline of a hundred tenancies generates roughly two to three renewal touchpoints a week. Drafted by hand, each takes fifteen to thirty minutes — open the tenancy file, look up the market rent, write a proposal, log it, set a reminder. That is two to three hours a week before the chases and the landlord decision packs are written. This workflow takes the routine drafting to zero and turns the renewal touchpoint into a five-minute review. The bigger gain is the renewal that goes out on day-90 instead of day-45 — a tenant who has had ninety days to think about it is a renewal that signs, and an avoided void of two weeks on a £1,500pcm flat is around £700 saved on a single tenancy.